Authentication of Corporate Documents in Singapore

Every individual intending to use the documents overseas needs to get them authenticated from the concerned embassy. Authentication of Corporate Documents in Singapore is done to make sure that the documents are original and acceptable.

However, many individuals are still not aware of the authentication of documents and documents that need to be authenticated. Don’t worry; we have come up with a comprehensive article that helps you in getting aware of each detail regarding the authentication. Continue reading the article to know more.

What is the Authentication of documents?

Authentication is only needed when Singapore issued documents are to be used abroad. In order to get authenticated, your document should be the original one consisting of the recognized signature or seal. In simple words, Authentication indicates that the provided seal and signature on the documents are genuine.

Authentication Services

All the official documents that are issued in Singapore, such as corporate documents, business agreements, records, Singapore government documents, and many more, will only be considered overseas if authenticated by the authorized agency in Singapore. Therefore, every document that is used overseas should be individually legalized and after then should be separately authenticated by the embassy.

Securing an Appointment

The embassy completely follows the safe management measures to restrict the spread of coronavirus pandemics. That is why the Singapore government has made it mandatory for all notarial service clients to secure a prior appointment.

Once you have booked the appointment, make sure to keep checking your email for appointment confirmation, which you are required to show at the Embassy reception while visiting the appointment.

Do note that without a prior appointment, there is no entry for receiving the authentication service. This policy is rigorously followed by the Embassy concerning the health and safety of the clients.

IMPORTANT REMINDER:

The authorized embassy will only authenticate all official documents once the following requirement has been met:

An official document issued by the Singapore government agency needs to first go for the certification by the issuing government agency prior to sending it for legalization to the Singapore Academy of law. Once the legalization and certification of the official documents have been done, then only documents can be sent to the concerned Embassy for authentication. Also, remember that the Singapore Academy of law only legalizes the public documents that have been provided by the recognized Singapore government agency.

Documents, including private documents, commercial documents, and business-related documents, first need to go for the notarization by the authorized Singapore public notary and be authenticated and legalized by the Singapore Academy of law prior to transferring to the concerned embassy for authentication.

What are the documents that can be sent for the Authentication?

Here is the list of the documents that might be sent for authentication to be used overseas:

AUTHENTICATION OF ACRA OR IRAS DOCUMENT

All the documents issued by the accounting and corporate regulatory authority include a certificate of incorporation of the company, memorandum, articles of association, business profile or IRAS including prevention of double taxation, acquiring of benefit under DTAs, and certificate of the resident.

For official documents issued by the ACRA (e.g., Business Profile, Certificate of Incorporation of Company, Memorandum, and Articles of Association) or the IRAS (e.g., Avoidance of Double Taxation, Certificate of Residence, Claiming of Benefits under DTAs).

• All the documents issued must be certified by ACRA or IRAS of Singapore.
• All the document that has been successfully processed must be legalized by the Singapore Academy of law.
• Provide the legalized document to the consular section of the concerned Embassy in Singapore for required consular authentication. However, the authentication fee of the document is SGD 42.50 per document or the title of the document that needs to be mentioned in the authentication certificate. The estimated processing time for authentication of the above-given document is two working days. The only payment method you can use to pay the fees is only cash.

AUTHENTICATION OF A BUSINESS AGREEMENT

In order to get the authentication for the signed agreement or business contracts, including an amendment to an agreement.

• You will require to have the business document officially legalized by the public notary of Singapore because bringing a notarial certificate is essential for authentication.
• Your obtained notarial certificate must be authenticated and legalized by the Singapore Academy of law.
• You need to present the legalized document to the embassy’s consular office in Singapore to obtain the consular authentication of the document. You have two options to pay the authentication fees ($42.50), i.e., Payment by CASH or Pay Now only.

AUTHENTICATION OF BUSINESS LETTER

For all the official correspondence, which includes private office or organization, certification, or verification.

• In order to get the authentication of the business letter, you are required to get the official document legalized by the public notary of Singapore. However, the notarial certificate is mandatory while getting the authentication.
• You are provided with a notarial certificate that must be authenticated and legalized by the Singapore Academy of law.
• You need to provide the legalized document to the consular of the concerned embassy in Singapore in order to get the consular authentication. You are required to pay the authentication fee, i.e., $42.50 for each document. It will usually take up to 2 business days to process the authentication work of your document. The payment of the authentication can be made either through cash or Pay Now.

AUTHENTICATION OF CERTIFICATE OF CLEARANCE ISSUED BY THE SINGAPORE POLICE FORCE

• The clearance certificate should be officially certified by the Singapore police force.
• You are required to send the documents to the Singapore Academy of Law for legalization.
• In case of authentication of certificate of clearance issued by the Singapore police force, you must present the clearance certificate’s legalization prior to sending it for the authentication. You only need to pay $42.50 as the authentication fee. Don’t worry; you have the most common payment method to pay the fees, i.e., cash or PayNow. It will take up to 2 working days to process the authentication work.

AUTHENTICATION OF CORPORATE DOCUMENT

In order to authenticate the corporate document, you are required to do the following things:

• You must have the document that the public notary of Singapore legalizes. However, for the authentication of the document notarial certificate is required.
• You can get the notarial certificate authenticated and legalized by the Singapore Academy of law by following the given link https://legalisation.sal.sg/.
• You are required to provide the legalized document to the consular section of the concerned embassy in Singapore for acquiring consular authentication of the documents. The authentication fee you are required to pay for the document is SGD 42.50 or per title of the document given in the authentication certificate. You will need to wait for two business days for authentication of the documents. Luckily you have the option to pay the authentication fees through cash.

AUTHENTICATION OF A LEGALIZED PERSONAL DOCUMENT

In order to use the personal documents overseas, you are required to get your document notarized by the concerned embassy in Singapore. To get the notarization of the document by the embassy, it is necessary that signatories of the document must physically visit the embassy to sign the actual documents. In case, due to some of the reasons, if signatories did not visit the concerned Embassy of Singapore, then the documents might be sent to the certified public notary of Singapore to get legalized.

After getting the legalization of the document, only then embassy can provide the consular authentication of the document, making the document acceptable overseas.

• Your document must be legalized by the public notary of Singapore and must have a valid notarial certificate while getting the authentication of the documents.
• Your notarial certificate must be authenticated and legalized by the Singapore Academy of law.
• Similar to several other processes of document authentication, in the case of legalized personal documents also you are required to present the legalized document to the consular of the concerned Embassy in Singapore to acquire the consular authentication of the documents. It will take up to 1 to 2 business days to process the authentication. You have CASH or PayNow only for payment of the authentication fees.

AUTHENTICATION OF CERTIFICATE OR DECREE ISSUED BY A COURT OF THE SINGAPORE COURT SYSTEM

In order to get the authentication of the issued certificate of a decree by the Singapore court, you must follow the given points:

• You must have to get your official document certified by the court of Singapore.
• You need to carry the documents to the Singapore Academy of law for legalization. Therefore, before approaching to Singapore Academy of law, you need to book an appointment.
• You are required to bring the legalized documents to the consular section of the concerned embassy in Singapore for getting in consular authentication of the document. The fee that you need to pay for the authentication of a document is $42.50 per document. It basically takes up to 2 business days to process the document authentication. The payment for the authentication is made either through cash or PayNow only.

What is the common seal?

Let us discuss the basics of the common seal. It means stamped or blind embossed printed on the entity’s legal name. It can also be considered additional evidence indicating that any agreement or document executed on behalf of the entity by its authorized officer for agents. It is commonly known as a corporate seal.

In short, the common seal is defined as the metal stamp for affixing the stamp on the documents along with the entity’s name showing that the Company has officially approved it.

According to the company’s act 1956 and company’s act 2013, no such definition of the common seal is given. However, as per the secretarial standards provided by the Institute of Company Secretary of India, the common seal is defined as the metallic seal of the company, which can only be stamped on the document on the approval of the board of directors of the particular entity. It is called the entity’s signature on any document on which its seal is affixed and also makes sure that the company agrees to the obligation given in the document.

How do I get a new corporate seal?

By following the below-given points, you can acquire a new corporate seal:

• Approach to the local office supply store
• Get the design of your corporate seal that you want.
• Select the embosser
• Buy the corporate seal (along with it, the common seal of the company must also be purchased)

Does evidence need to be authenticated?

Yes, the document that can be used as evidence issued by the Singapore government agency and for using in overseas needs to be authenticated. Any document, including marriage certificate, death certificate, business-related document, etc. every document first needs to be authenticated to become acceptable overseas.

When would I need a document authenticated?

If you are willing to use the official document overseas for personal or business reasons, you need to get the documents authenticated by the relevant department of foreign affairs and trade.

The Department of foreign affairs cannot recommend you or advise you regarding the authentication of the documents. However, you can get such advice from the authority in the country where the documents are to be used.

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The above-given information in the article has complete details regarding the authentication of documents. We hope the given information is sufficient enough to help you understand everything about authentication and documents that need to be authenticated to be used overseas.

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